KIRKLEES COLLEGE

Code of Conduct, Values and Behaviours Policy

Document Control Page

Document Type Policy Date

Document N/A
Human Resources
Ownership

Title of Document Code of Conduct N/A

Status Live

Executive Director of Human 11th November 2022

Reviewed By
Resources and key stakeholders

Approved By:

UCU: yes/no
Agreed with
Unions: Unison: yes/no

Not a collective agreement

Publication Date tba

Collective
No
agreement

Ratified by
n/a
Corporation

Review Date November 2022

November 2025 or earlier if any

Next Review Date significant changes to college
policy are made

KC Share and One Team

Distribution
Managers

Changes to keeping Children

Reason for
Safe in Education which came
update
into force 1st September 2022

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Contents

Code of Conduct........................................................................................................................3
Dealing With Any New Or Unforseen Circumstances................................................................3
Dress Code At Work...................................................................................................................3
Wearing Of Lanyards.................................................................................................................4
General Conduct At Work..........................................................................................................4
Language And Attitude...............................................................................................................5
The Prevent Agenda..................................................................................................................5
Safeguarding..............................................................................................................................5
Outside Activities........................................................................................................................6
Confidentiality.............................................................................................................................7
Realtionships Between Staff And Students................................................................................8
Contacting Students Outside Hours...........................................................................................9
Social Contact..........................................................................................................................10
Friendships With Parents And Students...................................................................................10
Physical Contact With Students...............................................................................................10
Learners In Distress.................................................................................................................12
Care, Control And Physical Intervention……………………………………………………………12
Behaviour Management...........................................................................................................13
One To One Situations.............................................................................................................13
Relationships Between Staff....................................................................................................14
Whistleblowing.........................................................................................................................15
Attendance...............................................................................................................................15
Bullying, Harrassment And Victimisation..................................................................................16
Protecting The College Brand..................................................................................................16
Gifts And Hospitality.................................................................................................................16
Use Of Information Communiations Technologies (ICT) And Social Networking....................17
Use Of College Resources.......................................................................................................18
Appendix 1: Values and behaviours: contributing to our college’s culture...............................19

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 CODE OF CONDUCT
This Code is designed to complement the Values and Behaviours guidance (found in
Appendix 1) and give further clarification about key issues which we may come across in the
course of our work. It cannot provide a complete checklist of what is, or is not, appropriate
behaviour for us. It does highlight behaviour that is illegal, inappropriate or inadvisable. There
will be occasions and circumstances in which we must make decisions or act in the best
interests of a child or young person which could contravene this guidance, or where no
guidance exists.

DEALING WITH ANY NEW OR UNFORESEEN CIRCUMSTANCES

In such cases we are expected to make judgements about our behaviour in order to secure
the best interests and welfare of the learners in our charge and colleagues they or we work
with, and in so doing, will be seen to be acting reasonably. If it is not clear what the right
action is, we are expected to consult our line managers.

This means that where no specific guidance exists, we should:

 discuss the circumstances that informed the action, or the proposed action, with a senior
colleague. This will help to ensure that the safest practices are employed and reduce the
risk of actions being misinterpreted.
 always discuss any misunderstanding, accidents or threats with a senior manager.
 always record discussions and actions taken with their justifications.

DRESS CODE AT WORK

While there is no formal dress code in the College, we are expected to present ourselves in a
professional and business-like manner, appropriate for a college serving a multi-cultural
society. Our dress and appearance are matters of personal choice and self-expression.
However, we should dress appropriately to our professional role (which may be different to
that adopted in our personal lives). The wearing of items arising from cultural or religious
norms is in most circumstances supported by the college, providing that the health and safety
and security of students or staff is not compromised.

Staff in roles that are student facing who wear facial coverings for religious reasons are
required to remove these while on duty. This is to ensure that the member of staff is
identifiable, and to enhance engagement and communication with students. Head coverings
to shoulder length may be worn in accordance with certain cultural/religious requirements
provided that the face is clearly visible and not obscured in any way. Symbols, badges, and
jewellery such as a crucifix are permissible provided that the health, safety, security of the
individual, students and other staff is not compromised.

Employees and Managers should give consideration to ensuring that clothing is not offensive,
the wearing of T-shirts or other garments with political or religious statements or slogans is not
permitted.

The above section is intended as a guide for managers and employees only. Staff are
encouraged to discuss any additional clothing requirements with their managers on an
individual basis.

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Employees working from home are not expected to dress formally on a day-to-day basis,
however they are expected to present a professional image whilst on camera on a Teams call.

Employees working away from home are expected to dress as appropriate to the nature of
their work. For some, this may mean wearing a formal uniform. For others, it may mean
wearing smart business dress.

Employees should not wear college branded clothing outside of a working situation, and need
to be mindful at all times of their behaviour whilst wearing the college brand.

This means that we should wear clothing which:

 promotes a positive and professional image

 is appropriate to our role
 doesn’t have any political or offensive slogans
 would not be considered discriminatory
 does not inhibit the quality of service delivery
 does not have a detrimental impact on the level of interaction, effectiveness, level and
quality of teaching or overall student experience.

Further conditions around dress include:

 Security: wearing uniforms/stab vests when on Campus.

 Teaching and Learning: wearing dress appropriate to the learning activity/learning
environment.
 Professionalism: Wearing dress appropriate to the occasion. For example, for staff,
wearing smart business dress to a Parents’ Evening, an Open Event, an Awards
Evening, during an Admissions interview i.e. any public facing event or one where the
event involves acting as an Ambassador for the College (on or off site).
 Health and Safety: For example, wearing the relevant PPE to the activity, wearing a
lab coat and safety goggles to conduct a Science practical.

WEARING OF LANYARDS
For security purposes you should wear your College identification at all times. We should also
be challenging any other members of staff and/or learners if they are not wearing their ID
whilst on College premises.

GENERAL CONDUCT AT WORK

We are expected to conduct ourselves within the overall Values and Behaviours framework,
College policies and procedures and their contractual obligations. The college has a range of
Human Resources procedures which give guidance on conduct, which lie outside the scope of
this Code.

There are certain actions the college would consider as either general or gross misconduct.
These are listed in Appendices 1 and 2 of the College Disciplinary Procedure - KC Share.

LANGUAGE AND ATTITUDE

We are all expected to be sensitive and considerate in the way we communicate with our
colleagues and our students. We should talk to others in the way we would like to be spoken
to ourselves. Constructive criticism can be expressed clearly but, in a way, which lets the
other person retain their dignity and self-respect.

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This means that we should :

 be aware of our tone of voice, body language and personal space

 model the behaviours we want to see in our students and our colleagues
 live our college values

THE PREVENT AGENDA

All employees are expected to carry out their duties in line with the safeguarding and Prevent
Guidance. All employees have a contractual responsibility to report any concerns or breaches
of this policy through the formal college referral process and to keep up to date with the
training offered by the college.

For example, employees should not:

 Express extreme political or religious views that oppose British values, including the
democracy, the rule of law, individual liberty and mutual respect and tolerance of different
faiths and beliefs.
 Act on extreme political or religious views that oppose British values, including the
democracy, the rule of law, individual liberty and mutual respect and tolerance of different
faiths and beliefs.
 Be actively involved in terrorism, radicalisation and/or extremist behaviour in relation to the
Prevent agenda.
 Actively support terrorist or, radical views, and extremist ideologies in relation to the
Prevent agenda.

SAFEGUARDING
Safeguarding concerns or allegations made about staff, including supply teachers,
volunteers and contractors

The college will follow its relevant procedures where there are concerns/allegations that might
indicate a person would pose a risk of harm if they continue to work in their present position,
or in any capacity with children in a school or college.

Where it is alleged that anyone working in the school or a college that provides education for
children under 18 years of age, including supply teachers, volunteers and contractors has:

 behaved in a way that has harmed a child, or may have harmed a child and/or
 possibly committed a criminal offence against or related to a child, and/or
 behaved towards a child or children in a way that indicates he or she may pose a risk
of harm to children, and/or
 behaved or may have behaved in a way that indicates they may not be suitable to
work with children

Related policies

 Child Protection and Safeguarding Policy and Procedures

 ICT Acceptable User Policy
 Equal Opportunities Policy
 Low-level Concerns Policy
 Student Positive Behaviour Policy
 Whistleblowing Policy

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Safeguarding Guidance

 Department for Education Keeping Children Safe in Education (2022)

 Kirklees College Safeguarding Guidance

In particular staff:

 must read part 1 of Keeping Children Safe In Education and confirm on Smartlog;
 need to exercise professional judgement but always act within the spirit of the
safeguarding guidelines;
 must be familiar with the College’s Low-level Concerns Policy
 must comply with the College’s Safeguarding and Child Protection Policy and
guidance;
 must seek guidance from the safeguarding team or HR if there is any doubt about
appropriate conduct;

If staff have a safeguarding concern or an allegation is made about another member of staff
(including supply staff, volunteers, and contractors) harming or posing a risk of harm to
children, then this should be referred to a member of the Safeguarding team and/or HR.

Where there is a concern/allegation about the Principal, this should be referred to the Clerk to
the Corporation

Anyone who has a concern that a person may pose a risk of harm should raise it
immediately

If staff have a safeguarding concern or an allegation about another member of staff (including
supply staff, volunteers or contractors) that does not meet the harm threshold, then this
should be shared in accordance with the Whistleblowing policy.

This includes behaviour that may have happened outside of school or college, that might
make an individual unsuitable to work with children, this is known as transferable risk.

OUTSIDE ACTIVITIES
Membership of Societies

The College encourages membership of societies and professional bodies. However, should
you find that when acting in an official capacity you may be influenced by a membership or
association, you should report the conflict of interests to your manager.

Other Employment

You should not engage in other employment if doing so will have an adverse effect on the way
in which you perform your duties, or could result in a conflict of interests. If you have any
doubts then you should contact your line manager.

Individual employees are required to disclose any interest that might give rise to a conflict, or
perceived conflict of interest.

For example:

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Private work, or work connected with an outside interest, must not be done in College time,
nor with the use of College materials, without the consent of your line manager. Staff are
required to register any business interests on the ‘Register of Business Interests’ form, which
is available on KC Share.

No person can be a signatory to a College contract where they also hold an interest in the
activity of the other party.

CONFIDENTIALITY
Within the College, communication should be open and accessible to all.

However all information should be considered confidential to outsiders and academic records
of students should not be divulged unless required by law or expressly authorised to do so.

Personal information on anybody is internally confidential unless part of agreed procedures.

Any breach of confidence is a serious disciplinary offence. If you are in doubt about such a
matter you should consult your manager.

However, there are circumstances in which it is our responsibility to share information, e.g.
when the safety of a child (under 18) or a vulnerable adult is at risk.

This means that staff:

 are expected to treat information they receive about children and young people in a
discreet and confidential manner.
 in any doubt about sharing information they hold or which has been requested of them
should seek advice from a member of the safeguarding team. Staff need to be cautious
when passing information to others about a child/young person.

Seven golden rules for information sharing

1. Remember that the Data Protection Act is not a barrier to sharing information but
provides a framework to ensure that personal information about living persons is shared
appropriately.

2. Be open and honest with the person (and/or their family where appropriate) from the
outset about why, what, how and with whom information will, or could be shared, and seek
their agreement, unless it is unsafe or inappropriate to do so.

3. Seek advice if you are in any doubt, without disclosing the identity of the person where
possible.

4. Share with consent where appropriate and, where possible, respect the wishes of those
who do not consent to share confidential information. You may still share information without
consent if, in your judgement, that lack of consent can be overridden in the public interest.
You will need to base your judgement on the facts of the case.

5. Consider safety and well-being: Base your information sharing decisions on

considerations of the safety and well-being of the person and others who may be affected by
their actions.

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6. Necessary, proportionate, relevant, accurate, timely and secure: Ensure that the
information you share is necessary for the purpose for which you are sharing it, is shared only
with those people who need to have it, is accurate and up-to-date, is shared in a timely
fashion and is shared securely.

7. Keep a record of your decision and the reasons for it – whether it is to share information or
not. If you decide to share, then record what you have passed on and to whom. You can use
the Consent to Share Form available on the Portal.

Please also refer to our Data Protection Policy and the Guidelines for Data Users.

RELATIONSHIPS BETWEEN STAFF AND STUDENTS

Please also see our guidance on Safeguarding - KC Share

There is potential for exploitation and harm of vulnerable young people and staff have a
responsibility to ensure that an unequal balance of power is not used for personal advantage
or gratification. Wherever possible, staff should avoid behaviour, which might be
misinterpreted by others, and report and record any incident with this potential.

You should conduct yourself at all times in ways that are consistent with College policy and
procedures and acknowledge your professional and ethical responsibility to protect the
interests of students and accept the obligations and constraints inherent in that responsibility.

Should a personal relationship already exist when the member of staff or student enters the
College or develop while the student is registered, it is the responsibility of the member of staff
to declare their involvement to their line manager or head of department. There will be no
requirement to give details of the involvement.

You should not establish or seek to establish social contact with learners for the purpose of
securing a friendship or to pursue or strengthen a relationship. Even if a young person seeks
to establish social contact, or if this occurs coincidentally, you must exercise your professional
judgement in making a response and be aware that such social contact could be
misconstrued.

You must not have any sort of romantic or sexual relationship with any student. To maintain
the relationship with students based on trust, confidence and equal treatment, you must not
enter an intimate relationship with a student for whom you have a responsibility even if that
learner is legally considered an adult. Such relationships can lead to perceived or actual
conflicts of interest, which can have a detrimental effect on the teaching and learning
environment for other students and colleagues.

Crushes, fixations or infatuations are part of normal adolescent development. However they
need sensitive handling to avoid allegations of exploitation. If you suspect that a student has a
‘crush’ on you or on another colleague you should bring it to the attention of senior colleagues
at the earliest opportunity
Examples:

This means that you should not:

 behave in a manner which would lead any reasonable person to question your suitability
to work with children or act as a role model.
 compromise your position within the work setting by your behaviour outside work, e.g.
invite learners to join your social networking site or join theirs.

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 where you are a person aged 18 or over in a position of trust with a child under 18,
engage in sexual activity with or in the presence of that child, or to cause or incite that
child to engage in or watch sexual activity as these are criminal offences
 make sexual remarks to a learner (including email, text messages, phone or letter)
 discuss your own sexual relationships
with, or in the presence of, learners
 discuss a learner's sexual relationships in inappropriate settings or contexts.
 This does not mean that you may not have a relationship with another adult who also
happens to be a student at this college – but for whom you have no responsibility. E.g. it
would be unreasonable for the college to try to forbid you from continuing a relationship
with someone who you discover happens to attend a part-time adult education class
(unless you teach or assess on that class)

Please note – relationship includes virtual relationships.

CONTACTING STUDENTS OUTSIDE HOURS

Staff should not have contact with students outside of college hours.
If you become aware of a safeguarding concern outside of college hours, then you must follow
the Out of hours safeguarding procedure. This can be found in the safeguarding guidance.

These guidelines also ashould be applied to after-College clubs, College trips, and especially
trips that involve an overnight stay away from the College where there are separate, more
detailed guidelines for College trips. The principles of this guidance also apply to contact with
students or young people who are students at another college.

Staff :

 Should avoid unnecessary contact with students outside College.

 Should not give students their home address, home ‘phone number, mobile ‘phone
number or e-mail address;
 Should not be ‘friends’ with any student on social media platforms other than those
agreed and authorised for college group learning;
 Should not send personal communications to students unless necessary for college
purposes and agreed with line manager
 Should not make arrangements to meet students, individually or in groups, outside
College other than on authorised college trips and visits;
 Should avoid contacting students at home unless this is strictly necessary, and staff
should keep a record of any such occasion;
 Should not give a student a lift in their own vehicle unless in extreme circumstances
and authorised by safeguarding or SLT;
 Should not invite students (groups or individuals) to their home

SOCIAL CONTACT
Staff should be aware that where they meet students or parents socially, such contact could
be misinterpreted as grooming. Any social contact that could give rise to concern should be
reported to a member of the safeguarding team.

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 FRIENDSHIPS WITH PARENTS AND STUDENTS
Members of staff who are friends with parents of students or who, for example, are voluntary
workers in youth organisations attended by students, will of course have contact with those
students outside College. However, members of staff should still respect the above advice
wherever possible and should keep their line manager aware of such relationships.

PHYSICAL CONTACT WITH STUDENTS

Physical restraint

 All forms of corporal punishment are unlawful.

 ‘Reasonable Force’
 There is no legal definition of ‘reasonable force’. It will always depend on the
circumstances.

Note that:

 physical force would not be justified to prevent a student from committing a trivial
misdemeanour;
 any force should always be the minimum needed to achieve the desired result;
 whether it is reasonable to use force and the degree of force that could be reasonably
employed might also depend on the age and understanding of the student.

Reasonable force only applies where no other form of control is available and where it
is absolutely necessary to intervene.

In the event that reasonable force is essential (see below) then security should be alerted to
attend and carry out the reasonable force required. EG:

 committing a criminal offence;

 injuring themselves or others;
 causing damage to property, including their own.

Before intervening physically staff should, wherever practicable,

 Tell the student to stop and what will happen if they do not.
 Staff should continue attempting to communicate with the student throughout the
incident and should make it clear that physical contact or restraint will stop as soon as
it ceases to be necessary.
 Staff should always avoid touching or holding a student in a way that might be
considered indecent.
 Nor should staff act in a way that might reasonably be expected to cause injury.

Inform senior staff

 Staff should inform the Duty Manager immediately following an incident where force
has been used. This is to help prevent any misunderstanding or misrepresentation of
the incident, and it will be helpful in the event of a complaint. Staff should provide a
written report as soon as possible afterwards

Action taken in self-defence or in an emergency

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  The law allows anyone to defend themselves against an attack provided they do not
use more force than is necessary. Similarly, where a student is at risk of immediate
injury or on the point of inflicting injury on someone else, any member of staff (whether
authorised or not) would be entitled to intervene.

When physical contact may be appropriate

 Physical contact with a student may be necessary and beneficial in order to administer
first aid, or demonstrate a required action or a correct technique for example, in the
event of an injury which needs treating, in music or sports lessons.

Administering first aid

 When administering first aid staff should explain to the student what is happening and
ensure that another adult is present or is aware of the action being taken. The
treatment must meet the College’s Health and Safety guidelines, and parents / carers
should be informed.

Guidance on using physical contact

Staff should observe the following guidelines (where applicable):

 explain the intended action to the student;

 do not proceed with the action if the student appears to be apprehensive or reluctant;
 if staff have other concerns about the student’s likely reaction ensure that the door is
open and if they are in any doubt, they should ask a colleague or another student to be
present during the demonstration.

Report concerns

 If staff are at all concerned about any instance of physical contact, inform the
safeguarding team and the Duty Manager.

Regular physical contact

 Generally, regular physical contact can only be justified where it is part of an agreed
plan such an EHCP, personal care or PEEP requirements.

Students’ entitlement to privacy

 Students are entitled to privacy when changing or showering. However there still must
be an appropriate level of supervision to ensure safety. Staff should:
 avoid physical contact or intrusive behaviour when students are undressed;
 announce themselves when entering changing rooms and avoid remaining unless
required;
 not shower or change in the same place as students.

Physical contact should never be secretive, or for your gratification, or represent a misuse of
authority.

This means that you should:

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 be aware that even well intentioned physical contact may be misconstrued by the learner,
an observer or by anyone to whom this action is described
 never touch a learner in a way which may be considered indecent (staff who are required
to provide personal care of an intimate nature are fully trained and follow clear protocols)
 always be prepared to explain actions and accept that all physical contact be open to
scrutiny
 never indulge in horseplay, tickling or fun fights.

Considerations should be made to learners for whom touching is particularly unwelcome. For
example:

 Some learners may be particularly sensitive to physical contact because of their

cultural background, or because they have been abused.

LEARNERS IN DISTRESS
There may be occasions when a distressed learner needs comfort and reassurance. This may
include age-appropriate physical contact.

You should use your discretion in such cases to ensure that what is normal and natural does
not become unnecessary and unjustified contact, particularly with the same learner over a
period of time.

You should remain self-aware at all times in order that their contact is not threatening,
intrusive or subject to misinterpretation.

If you have a particular concern about the need to provide this type of care and reassurance
you should seek further advice from a senior manager.

This means that you should:

 consider the way in which you offer comfort to a distressed learner

 make sure that the physical contact is what the learner wants. It might be appropriate to
hold a learners hand if s/he is distressed – ask them first
 always tell a colleague when and how you offered comfort to a distressed person
 record situations which may give rise to concern.
 Don’t give someone a hug because it would make you feel better

CARE, CONTROL AND PHYSICAL INTERVENTION

There may be occasions where it is necessary for staff to restrain a student to prevent them
from inflicting injury to others, self-injury, damaging property, or causing disruption. In such
cases only the minimum force necessary may be used and any action taken must be to
restrain the learner.

Whilst the college does not expect you to physically intervene with learners, we recognise that
some staff will feel they have no option in certain situations. This should happen only in the
most extreme and unusual occasions. You should be aware that any such physical
intervention could be open to challenge and must only be at a minimum level of restraint.
Under no circumstances should physical force be used as a form of punishment. You should
have regard to the health and safety of themselves and others. The use of unwarranted
physical force is likely to constitute a criminal offence.

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Where an employee has taken action to physically restrain a learner they should make a
written report of the incident to their line manager.

This means that you should:

 always seek to defuse situations using strategies other than physical interventions
 always use minimum force for the
shortest period necessary – preferably with assistance from a colleague.
 Understand that the college will support you if you have to physically intervene to stop a
learner harming him/herself or others- if you have used minimum reasonable restraint

Understand that the college will take action against you if you have acted unprofessionally, or
used force to punish a learner or used unnecessary force.

BEHAVIOUR MANAGEMENT
All learners have a right to be treated with respect and dignity.

You should not use any form of degrading treatment to punish someone. The use of humour
can help to defuse a situation but the use of sarcasm, demeaning or insensitive comments
towards learners is not acceptable in any situation.

This means that you should:

 not use force as a form of punishment

 try to defuse situations before they escalate
 Use the tutorial process and Disciplinary Procedures to manage behaviours and to bring
about change

Please refer to the college Positive Behaviour & Respect Policy - KC Share for further
guidance.

ONE TO ONE SITUATIONS

If you are working in one to one situations with children and young people you may be more
vulnerable to allegations.

This means that you should:

 avoid meetings with learners in remote or

secluded areas of college
 ensure there is visual access and/or an
open door in one to one situations
 inform other staff of the meeting
beforehand, assessing the need to have
them present or close by
 avoid use of 'engaged' or equivalent
signs wherever possible. Such signs
may create an opportunity for secrecy or
the interpretation of secrecy
 always report any situation where a learner becomes distressed or angry to a senior
colleague

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 consider the needs and circumstances of the learner involved.

You should never offer a student a lift under any circumstances.

RELATIONSHIPS BETWEEN STAFF

There are occasions when personal relationships between staff may lead to actual or
perceived conflicts of interest. In these situations, or where there is a possibility that the
integrity of the academic or administrative processes of the College could be threatened, you
are required to declare an interest. Such a conflict of interest will almost certainly arise when
one party to the relationship has a direct line management responsibility for the other, or is
involved in decisions relating to discipline, pay or promotion, for example. It will not
necessarily come about as a result of co-membership of a particular school or department.

It is your responsibility to make a declaration of interest to your line manager / head of

department. There will not be a requirement to give details of the involvement, but if the
declaration leads to a required change in line-management relationships, then other staff
members will have to be informed accordingly, after consultation with the parties involved.

If you are uncertain about what action to take then seek advice, in confidence, from the
Human Resources team. Failure to declare a conflict of interest which results in the academic,
administrative or College processes being brought into question could result in disciplinary
action.

Examples

This means that if you are having a relationship with a colleague within the same team or
management structure there could be circumstances where either of you could potentially
gain some sort of advantage or disadvantage (or be perceived to gain advantage or
disadvantage by other people).

 This could also apply to people in family relationships: father/son; siblings; in-laws, etc.

Participation in college procedures

 To avoid any accusation of bias you should ensure that you are not involved in any HR-
related college procedures (such as interviews/appointments, disciplinary processes,
grievances, PDRs, etc.) where you are related to an applicant or have a close personal
relationship with him / her outside work
 We expect people in this situation to tell their line manager about this - in case specific
arrangements have to be made to avoid perceived or real advantage, e.g. it would not be
appropriate for you to approve the expenses claim of your partner
 It is also important that colleagues who are in a relationship or are related should behave
professionally and according to this code in order to maintain their colleagues’ confidence
in their independence and objectivity. This may be particularly relevant if a relationship
has broken down and there are unresolved personal issues.

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 WHISTLEBLOWING
Whistleblowing is the mechanism by which staff can accelerate concerns about wrongdoing
within the College without fear of repercussion. We have a clear and accessible
whistleblowing policy that meets the terms of the Public Interest Disclosure Act 1998.

Staff should acknowledge their individual responsibilities to bring matters of concern to the
attention of senior management, the College governing body, or where all internal routes have
failed to resolve the concern, to relevant external agencies. This is particularly important
where the welfare of children may be at risk.

This means that you should:

 report any behaviour by colleagues that raises concern.

There is a detailed Whistleblowing Procedure which all employees should familiarise

themselves with.

ATTENDANCE
At the College, we aim to focus on encouraging a positive working environment that
contributes towards the wellbeing of employees and establishes and reinforces a culture of
attendance at work.

We recognise that from time-to-time individuals will not be fit enough to work due to sickness
or ill health.
If an employee is unable to attend work, they must:

· Contact their manager (or other nominated manager) by telephone (not text or email),
on the first day of absence before, or as close to their start time as possible - and
certainly prior to any formal commitments for that day. Only in cases of severe acute
illness or injury should a relative/friend telephone on the employee’s behalf.
· Outline the nature of their illness and anticipated length of the absence. It may also
be necessary for a brief conversation around outstanding/urgent work that needs to be
dealt with during the absence.
· Employees falling ill during the working day should inform their manager (or other local
/ designated manager) and request permission to leave, seeking medical advice
where appropriate.

There is a detailed Sickness Absence and Attendance Management Polcy which all
employees should familiarise themselves with.

This can be obtained from the HR (Human Resources) team and is also available on KC
Share.

BULLYING, HARASSMENT AND VICTIMISATION

Kirklees College firmly believes that the dignity of all employees must be respected, that staff
should behave courteously and considerately towards those with whom they come into
contact and that the College environment should be pleasant for all.

The College is firmly opposed to any form of discrimination based on these human attributes
or values and is committed to appropriate positive action.
There is a detailed Dignity at Work Policy - KC Share which all employees should familiarise
themselves with.

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This can be obtained from the HR (Human Resources) team and is also available on KC
Share.

PROTECTING THE COLLEGE BRAND

As employees of Kirklees College, we have a collective responsibility in managing the
reputation and brand of the college. Brand protection is important as it protects our image
among important stakeholder groups, in particular potential students and their influencers and
our overall value as an organisation.

All staff are representatives of the college and contribute to the overall reputation of the
college. Staff must remember to conduct themselves in a professional manner at all times and
contribute to developing positive, profitable relationships with those who matter, including
students, parents/carers and employer partners.

If staff are contacted by the media, it is important that employees do not directly speak to the
media and must go through the formal channels of communication with any media outlets.
Media enquiries need to be directed to the Marketing team via email
communications@kirkleescollege.ac.uk. The Marketing team will then liaise with the media
appropriately. If the college needs to nominate a media spokesperson, this will be coordinated
at Senior Leadership level by Helen Rose, Director of External Relations.

It is important that all staff adhere to the brand guidelines set out by the college to maintain
brand consistency. These can be found on the Marketing SharePoint page and are available
for staff to access. If staff need support with branding any internal or external materials,
queries can be sent to Amy Holt, Marketing Manager, aholt@kirkleescollege.ac.uk and
Graphics team, graphics@kirkleescollege.ac.uk.

GIFTS AND HOSPITALITY

Staff receiving gifts

Members of staff should not accept any gifts, rewards, or hospitality from any organisation or
individual with whom they have contact in the course of their work that would cause them to
reach a position whereby they might be, or might be deemed by others to have been,
influenced in making a business decision because of accepting such hospitality.

If such a gift is offered, it should be tactfully refused, and your line manager informed that the
offer was made.

For the protection of staff, the VP Finance and Estates maintains a register of gifts and
hospitality where the value exceeds £50.

Invitations to working meals, a social function to which other employees are invited, or some
other general celebrations are acceptable.

If in doubt, advice should be sought from your line manager.

Please also refer to the Financial Regulations - KC Share for further guidance on gifts.

Staff giving gifts/rewards

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Any reward given to a young person should be recognised practice within the establishment,
consistent with an agreed strategy, recorded and not based on favouritism. It should be
guided by the principles of expenditure being incurred wholly and exclusively for the benefit of
the students of Kirklees College.

College staff should not make requests for funds for team meals as these will be refused
unless there is a clear necessity linked to staff development. To maximise value for money,
internal College catering facilities should be used I these circumstances.

For example:

This means that you should:

 ensure that gifts received or given in

situations which may be misconstrued
are declared.
 where giving gifts other than as above,
ensure that these are of insignificant
value and given to all equally.
 There are occasions when learners or parents wish to pass small tokens of appreciation
to staff (e.g., at Christmas or as a thank-you) and this is acceptable, as are small gifts
from companies such as calendars, diaries, pencils, etc.
 Not buy flowers or other tokens of appreciation or sympathy for members of staff out of
college funds.
 Only give gifts to an individual
young person as part of an agreed reward system.

USE OF INFORMATION COMMUNICATIONS TECHNOLOGIES (ICT) AND SOCIAL

NETWORKING
The Acceptable Use of College ICT facilities is clearly outlined within the ICT Acceptable
User Policy

See the ICT Acceptable User Policy – KC Share for full details

The aims of the guidelines are to ensure security of College IT Systems and to safeguard the
College, you as an employee and our learners.

Social Networking

Social networking is a phenomenon that raises issues for the College in terms of interactions
between student and student, and staff and student. Social Media Platforms such as
Facebook, Twitter, Snapchat, Instagram are all ways in which members of the college
community can communicate with each other and everyone needs to be aware of the
implications of their comments/postings.

Often, comments which may be understood as humorous or flippant by the people making
them can be misinterpreted or cause great offence to a wider audience and bring the College
or the individual into disrepute.

For these reasons, a code of practice has been developed which

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  Makes clear the limits of “free speech” on the internet
 Draws clear boundaries that staff must not or would be ill-advised to cross
 Lays out the potential penalties for breaking the code of practice

See the Guidelines for Staff on Social Networking for full details

Data Protection

When working from home you must ensure that any College information you work on is
protected from loss or unauthorised access and exploitation, while also ensuring that it is
accessible to anyone that needs to use it if for their work. Please see the Working at Home
Data Security Guidelines for more information

Video Conferencing Protocols

We rely upon video conferencing more than ever now and it is essential you follow certain
protocols to ensure safe online video calls are conducted in a professional manner. Please
see the Video Conferencing Protocols for further details

USE OF COLLEGE RESOURCES

It is a requirement of our funders that we deliver value for money from public funds. All staff
are therefore required to utilise the 3 Es of Value for Money and ensure College resources are
used economically, effectively, and efficiently,

If you become aware of dishonesty or maladministration by another employee, you are

expected to draw this to the attention of an appropriate senior member of staff. If in doubt, ask
your line manager.

Fraud comes in many guises – from theft, fictitious petty cash claims, falsification of hours
worked, or mileage claimed. It covers theft of equipment, damage or abuse of College
property and personally benefitting from College facilities. The list is not exhaustive so if in
any doubt that individual behaviour might be misconstrued, please think twice and ask for
suitable advice from you line Manager.

This means that:

 If you were a French polishing lecturer, it would be acceptable to bring in your own
furniture to use in a lesson showing the students how to French polish
 It would not be acceptable to use College materials and equipment to make a piece of
furniture for your home
 Employees should not gain financially from using College resources, equipment or
materials

If in doubt, always check with your line manager.

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APPENDIX 1: Values and behaviours: contributing to our college’s culture

The Values of the College seek to put the student and our community at the heart of the
College, maximise student performance, while always mindful of the needs of our staff.

In delivering our Strategic Objectives the College and its staff will seek to develop a Kirklees
College ‘culture’ that is aligned with values.

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In addition, all employees are expected to uphold British values, including the democracy, the
rule of law, individual liberty and mutual respect and tolerance of different faiths and beliefs.

This Code aims to give guidance to all employees as they carry out their roles within the
college. It is important that the environment which we create is one which is enjoyable,
supportive, non-threatening, safe, clean and conducive to working and learning. We are all
expected to conduct ourselves in a responsible and professional manner when undertaking
our duties and fulfilling our responsibilities, and to comply with lawful and reasonable
instructions from line managers. We all have a responsibility to understand what is expected
of us and the role we have to play in working within the spirit of these guidelines.

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